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Distance Business Programme (D-Biz Programme)

Guidance Notes for IT Service Providers

May 2020

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Contents

Objective of the Reference List..........................................................................................................................................................3

Eligibility for Enrolment to the Reference List..............................................................................................................................4

Application Procedures ........................................................................................................................................................................4

Assessment of Application ..................................................................................................................................................................5

Assessment Criteria...............................................................................................................................................................................5

Notification of Result ............................................................................................................................................................................6

Removal from the Reference List......................................................................................................................................................6

Handling and Use of Information .....................................................................................................................................................7

Important Notes .....................................................................................................................................................................................8

Prevention of Bribery ............................................................................................................................................................................8

Prevention of Bid-rigging and other Anti-competitive Conduct ............................................................................................9

Annex A – IT Solution Categories....................................................................................................................................................10

Annex B - Documents Required for Application for Enrolment to the Reference List ..................................................12

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Distance Business Programme (D-Biz Programme)

Guidance Notes for IT Service Providers (“Service Providers”)

1. The Guidance Notes for IT Service Providers aims to provide an overview on the eligibility and

procedures for Service Providers to enrol to the IT Service Providers Reference List

(“Reference List”) under the D-Biz Programme.

Objective of the Reference List

2. Under the Anti-epidemic Fund, the Innovation and Technology Commission (“ITC”) launches

the D-Biz Programme to support enterprises to continue their business and services through

adoption of IT solutions during the epidemic. The Hong Kong Productivity Council (“HKPC”) is

the Secretariat of the D-Biz Programme.

3. Under the D-Biz Programme, for each IT solution and the relevant training expenses for the

employees (with funding for the relevant training expenses capped at 10% of the IT solution

cost), the funding ceiling is HK$100,000. Each enterprise may receive total funding of up to

HK$300,000 to undertake projects to be completed within six months.

4. Enterprises may make reference to the list of IT solutions of the D-Biz Programme in

identifying IT solutions. The list comprises 12 IT categories relating to distance business as

follows:

Online business

Online order taking and delivery, and smart self-service systems

Online customer services and engagement

Digital customer experience enhancement

Digital payment / mobile point of sale

Online / cloud-based financial management systems

Online / cloud-based human resources management systems

Remote document management, cloud storage and remote access services

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Virtual meeting and conference tools

Virtual team management and communications

Cybersecurity solutions

Other online / custom-built / cloud-based business support systems

Detailed description is at Annex A.

5. The D-Biz Programme will provide a Reference List to offer relevant market information for

enterprises’ reference.

6. Service Providers are reminded that the Reference List shall not be taken as a form of

endorsement or recommendation by the Government or the Secretariat. Whether or not

enterprises engage Service Providers on the Reference List will not affect the application

outcome.

Eligibility for Enrolment to the Reference List

7. Service Providers, which provide solutions software or platform that support distance

business operation, and/or provide services for the implementation of distance business

solutions, are welcome to apply and enrol to the Reference List. The procedures for

enrolment on the Reference List are as follows.

Application Procedures

8. The Reference List is open for application for enrolment from 9 am on 4 May 2020. The

Reference List with the first batch of Service Providers will be available on 15 May 2020 on

the D-Biz Programme website and will be updated regularly thereafter.

9. Service Providers should submit their applications with the requisite supporting documents

listed in Annex B for enrolment to the Reference List through the D-Biz Programme website

at u.hkpc.org/dbiz. Service Providers should ensure that all supporting documents must be

aligned with the entity name or trade name as stated on the Business Registration Certificate.

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10. Service Provider should assign a person to act as the main contact point between the Service

Provider and the Secretariat.

11. For applications submitted, the Secretariat reserves the right to seek additional information

where necessary. Service Providers are reminded to ensure the accuracy and completeness

of data submitted to allow a smooth and efficient application process.

Assessment of Application

12. Upon receipt of the application from Service Providers, the Secretariat will conduct eligibility

checking and preliminary screening. Eligible applications will be submitted to the Distance

Business Programme Vetting Committee (“the Committee”) for consideration, while ineligible

applications will be rejected.

13. Service Providers must not approach members of the Committee to avoid affecting their

impartiality of advice.

14. To avoid conflict of interest, members of the Committee will be required to declare their

general pecuniary interests on appointment, in addition to the report of conflict of interest

that may arise from any particular application on which they may be asked to advise. Where

considered appropriate, CIT, in the capacity of the Chairperson of the Committee, may

request the member concerned to refrain from participating in discussion and assessment of

the relevant application.

Assessment Criteria

15. Each application will be considered based on individual merits and considered on a case-by-

case basis having regard to the Service Providers’ technical capabilities and experience

relating to the IT solution categories.

(a) For system integrator or non-subscription based solution / platform provider, the

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respective Service Provider should offer two job references (for each solution category

selected) completed in the last 18 months (one job reference may be used to cover

multiple solution categories). Each job reference should include (i) a complete set of

client contract or purchase order from the client showing scope of work and

deliverables, and (ii) proof of project completion (e.g. final acceptance document, final

payment, etc.).

(b) For subscription based solution / platform provider, the respective Service Provider

should have at least two active customers who have subscribed to the

solution/platform for at least six months.

16. The Government and the Secretariat reserve the right to reject an application on grounds

including but not limited to –

(a) A petition is presented or a proceeding is commenced or an order is made or a

resolution is passed for the winding up of the applicant; or

(b) A false, inaccurate or incomplete statement or representation is contained in the

application or a promise or a proposal is made knowingly or recklessly.

Notification of Result

17. Service Providers will be informed of the application outcome in writing.

18. In the event of unsuccessful application, the Service Providers will be informed of the reason(s)

of rejection. A resubmitted application will be treated as a new application and be subjected

to the same assessment procedures.

Removal from the Reference List

19. Service Providers on the Reference List can opt out by giving notice in writing to the

Secretariat. The Secretariat will remove such Service Provider from the Reference List within

five working days.

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20. The Secretariat reserves the right to remove a Service Provider from the Reference List, by

providing a written notice with justification(s) to such Service Provider.

Handling and Use of Information

21. Subject to the provisions of the below, information provided by the Service Providers in their

applications will be kept by the Government and the Secretariat in confidence and all personal

data will be handled in accordance with the relevant provisions of the Personal Data (Privacy)

Ordinance (Cap. 486). In this regard, the Government shall have the right to disclose, without

further reference to the Service Providers, whenever it considers appropriate, Disclosable

Information1 to other Government bureaux / departments, statutory bodies or third parties

for the purposes of processing the application, conducting research and survey, compiling

statistics, meeting requirements of the law and / or performing their functions, and if the

application is approved, monitoring the project, disbursing funding or related purposes, or if

explicit consent to such disclosure is given by the Service Provider. In submitting the

application form, each Service Provider irrevocably and unconditionally authorises the

Government to make and consents to the Government making any of the aforesaid disclosure.

22. By submitting an application, a Service Provider is regarded to have agreed to, and to have

obtained from the Service Provider(s) and each individual whose information (including

personal data) is provided in the application, his / her consent for the disclosure, use and

further disclosure by the Government of the information (including personal data) for the

purposes set out above.

23. If and when the Distance Businss Programme Vetting Committee approves the application by

Service Provider, the Secretariat can publish the information of the Service Provider (including

its name and URL) on the D-Biz Programme official webpage (u.hkpc.org/dbiz). The purpose

of publishing such information on the Reference List is to offer relevant market information

for the enterprises’ reference. Such information will be displayed under the appropriate IT

1 “Disclosable Information” means any information on the application and the project including without l imitation,

information provided by the applicant in, and in connection with, its application under the D-Biz programme .

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solution categories as indicated by the Service Provider in its application submitted. As the

the information provided by Service Provider above is the basis for assessing the application,

any request for amending the information will not be entertained. Each of the Government

and the Secretariat reserves the right to update or delete any information displayed when

necessary.

Important Notes

24. It is the responsibility of a Service Provider to complete the application form in a timely and

truthfully manner, and to provide all supporting documents for the application. Inaccurate

and incomplete information will affect the processing of application. Any omission or

misrepresentation of information may lead to rejection of applications and cancellation of

applications approved. It is an offence in law to obtain property / pecuniary advantage by

deception or assisting persons to obtain property / pecuniary advantage under the D-Biz

Programme. Any person who does so may be liable to legal proceedings.

25. The Service Provider should acknowledge that should it be included in the Reference List, its

subsequent performance will be monitored and may be taken into account when its future

quotations or tenders submitted to the Government are evaluated.

Prevention of Bribery

26. The Service Provider shall observe the Prevention of Bribery Ordinance (Cap. 201) (“PBO”)

and shall procure that its project team, directors, employees, agents, consultants, contractors

and other personnel who are in any way involved in the project shall not offer to or solicit or

accept from any person any advantages, including money, gifts, loan, etc. (as defined in the

PBO) in the conduct of or in relation to the project. If the Service Provider, its project team,

directors, employees, agents, consultants, contractors and other personnel who are in any

way involved in the project commit an offence under the PBO in relation to a D-Biz

Programme project, the Government shall be entitled to terminate the project, cancel the

funding approved, recoup the funding awarded, and shall hold the applicant as well as the

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Service Provider liable for any loss or damages the Government may thereby sustain. Should

any such offence is committed by the Service Provider or its employee(s), agent(s), supplier(s)

or other personnel who are in any way involved in provision of the services under D-Biz

Programme, the Secretariat will remove the Service Provider from the Reference List and

subject the case to legal proceedings (e.g. report to ICAC).

Prevention of Bid-rigging and other Anti-competitive Conduct

27. The Service Provider shall comply with the Competition Ordinance (Cap. 619) (“CO”) and shall

ensure that the bid is prepared without any agreement, arrangement, communication,

understanding, promise or undertaking with any person (including any other tenderer or

competitor) regarding price, bid submission procedure or any terms of the bid. The Service

Provider should also note the consequence of engaging in bid-rigging or other anti-

competitive conduct, in particular that such conduct contravenes the CO and potentially

attracts enforcement action by the Competition Commission.

Notes :

1. In case of discrepancies between the English and Chinese versions of this Guidance Notes, the English version

shall apply and prevail. 2. The Government or the Secretariat reserves the right to amend this Guidance Notes from time to time.

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Annex A – IT Solution Categories

Solution category Descriptions

1. Online business - For the company to establish a web portal, mobile app or other online channels, with aims to promote its goods and services, by using either subscription-based or custom-built e-commerce platform, including development and management - Enable consumers to place orders over the Internet - Promote such online portal through search engine promotion, digital advertisement such as social media promotion, e-coupon, loyalty programme, etc. - Excluding production of promotion materials, contents or assets (e.g. image, text and video etc. as part of the marketing and promotion materials)

2. Online order taking

and delivery, and smart self-service systems

- For the company to establish a web portal, mobile app or other online channels, for

consumers to place orders of goods or services, by using either subscription-based or custom-built e-commerce platform, including development and management - Such adoption of technologies should enable the company to perform end-to-end order

placement and delivery to designated locations, by using e.g. smart self-servicing system, smart kiosk, smart vending machine, smart lockers, or with integration to e-logistics provider platform - Suitable but not l imited to industries that are acquiring or promoting self-services, such as

takeaway services in Food & Beverages industries - Promote such online portal through search engine promotion, digital advertisement such as social media promotion, e-coupon, loyalty programme, etc. - Excluding production of promotion materials, contents or assets (e.g. image, text and video

etc. as part of the marketing and promotion materials)

3. Online customer

services and engagement

- For the company to enable order placements of services to take place over the Internet, such

as reservations, appointment bookings, including development and management - Such adoption of technologies can also include distance learning facilities - Promote such online portal through search engine promotion, digital advertisement such as social media promotion, e-coupon, loyalty programme, etc. - Excluding production of promotion materials, contents or assets (e.g. image, text and video etc. as part of the marketing and promotion materials)

4. Digital customer experience enhancement

- For the company to improve customer service experience and engagement with use of various technologies, including but not l imited to the following:

- Round-the-clock customer service support via Chatbot - Uplift product or service experience with use of Augmented Reality (AR) / Virtual Reality (VR) or Mixed Reality (MR) technol ogies or Digital Twin technology

- Apply analytics to improve customer experience such as purchasing data

5. Digital payment /

mobile point of sale

- Enable online / physical stores with multiple digital payment channels, e.g. payment gateway

or mobile Point-of-Sales (POS) - Including one-time setup and associated hardware / equipment - Excluding the handling fee or equivalent of each payment transaction

6. Online / cloud-based financial management systems

- Adopt computerised system to manage the financial related processes of the company, including but not l imited to:

- Invoicing and bil l collection, accounting and budget planning, asset and liabilities management, regulatory compliance, reporting - System could be cloud-based or accessible remotely by staff with appropriate

cybersecurity protections

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Solution category Descriptions

7. Online / cloud-based human resources

management systems

- Adopt computerised system to manage the human resources related processes of the company, including but not l imited to:

- Payroll and expense reimbursement, attendance and leave records, training, reporting - System could be cloud-based or accessible remotely by staff with appropriate cybersecurity protections

8. Remote document

management, cloud storage and remote access services

- Digitise hard copy document into electronic format and store on cloud storage

- Enable staff to access the company information, data and system remotely with solutions such as remote desktop control, Virtual Private Network (VPN), Virtual Des ktop Infrastructure (VDI)

9. Virtual meeting and conference tools

- Adopt tools to allow groups of people to collaborate or meet virtually through the Internet with the following functions but not l imited to:

- Support both audio and video communication, content sharing, manage appointments and registrations, meeting recordings, online polling and Q&A

10. Virtual team management and

communications

- Adopt tools to allow groups of people to collaborate or communicate virtually through the Internet with the following functions but not l imited to:

- Instant messaging, video and voice calls, document sharing and co-authoring /

concurrent editing, task assignment, progress monitoring and collaborative product development

11. Cybersecurity

solutions

- Improve the cybersecurity of the companies by implementing software, hardware or services

to defend against cyber attacks - Solution examples include but not l imited to data encryption, firewall, anti -virus / malware solutions

12. Other online / custom-built / cloud-based business support

systems

- Other solutions, either off-the-shelf or custom-built, that support the programme objectives of enabling enterprises to conduct and continue business remotely but do not fit into the above categories

- Solution examples include but not l imited to Enterprise Resource Planning (ERP), e-application form and approval workflow, Robotic Process Automation (RPA)

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Annex B - Documents Required for Application for Enrolment to the Reference List

Before submitting the application, the Service Provider must ensure that ALL the required documents

listed below have been uploaded to the online application system:

Copy of the valid Business Registration Certificate issued by the Inland Revenue Department.

Number of person(s) employed supported by copies of the documentary evidence showing

employees’ information. For example, Mandatory Provident Fund records or approved

retirement plan records, salary payment records and employees’ compensation insurance

records.

For system integrator or non-subscription based solution / platform provider -

o 2 job references (for each solution category selected) completed in the last 18 months

(one job reference may be used to cover multiple solution categories). Each job

reference should include (i) a complete set of client contract or purchase order from

the client showing scope of work and deliverables, and (ii) proof of project completion

(e.g. final acceptance document, final payment, etc.).

For subscription based solution / platform provider –

o A set of contracts or purchase orders for at least two active customers who have

subscribed to the solution / platform for at least six months.

Notes: All documents must be under the Service Provider’s name, i.e. entity name or trade name as stated on the business registration.